This article explains how to record and track client enrollment into programs of study using Program Groups. It is designed for organizations that offer degree or certificate programs and need to track the enrollment and graduation process separately from course registrations.
Navigation:
Main Menu → Clients → Programs
Main Menu → Clients → Graduation
Applies To: Enterprise
Overview
The Programs and Graduation sections allow users to:
- Record client enrollment in programs of study.
- Track enrollment status, program details, and graduation milestones.
- Add classifications to program enrollments as needed.
Important Note:
The Maximum Active Applications field in the Branch Profile determines how many active programs a client can have at a time. When this maximum is reached, the New button is disabled. Active programs are defined as those with a Status = In Process.
Adding and Editing Programs
To Add a Program:
- Click Add Program.
- Enter the necessary data in the required fields.
- Click Create.
To Edit Graduation Fields:
Graduation fields are accessible only after a program has been added via the Graduation tab.
- Navigate to the Graduation tab.
- Edit the existing graduation record.
- Make the necessary updates.
Program Fields
- Program Group: Name of the program of enrollment pulled from the user-defined Program Groups select list. Required field.
- Start Date: Date the client starts the program. Required field.
- End Date: Date the client ends the program.
- Program Status: Enrollment status in the program. Not a user-defined list. Required field.
- Degree Type: User-defined list of degree types.
- Department: User-defined list of departments.
- Facility: Facility or campus the client wishes to attend, pulled from the user-defined Facility select list.
- School Referral: School that referred the client to the program, pulled from the user-defined School Name select list.
- Program Year: Year of enrollment. Not a user-defined list.
- Advisor: Staff member acting as the client's advisor, pulled from the user-defined Staff list.
Graduation Fields
Graduation fields are accessible only after a program has been added via the Graduation tab.
- Applied for Graduation: Yes/No field indicating if the client has applied for graduation.
- Grad Application Date: Date the graduation application was submitted.
- Cleared for Graduation: Yes/No field approving the client for graduation.
- Graduation Date: Date of graduation.
- Diploma Name: Fields to ensure the correct spelling of the client’s name for the printed diploma.
- Courses to be Completed: Optional notes field for any courses still required.
- Comments: Optional notes field for additional details.
Additional Functions
The following functions are available in each Program:
-
Add Classifications:
- Click the Edit button to add or edit user-defined classifications for the program enrollment.
- Uses the Classifications list where the classification is tagged as Display Program = Only or Both.
Key Notes
- Ensure the Program Group and Program Status fields are completed to track enrollment accurately.
- Use the Diploma Name field to confirm correct spelling for graduation documentation.
- Organizations can enhance program records by using the Add Classifications function.
Conclusion:
By following this guide, users can efficiently manage program enrollments and track graduation milestones for clients. For further assistance, refer to related articles or contact support.